Sharing Cloud Flows is an integral part of the Microsoft PL-100 exam and an important feature in ensuring the seamless functioning and productivity of App Makers and their team. This article will delve into the topic of “Share Cloud Flows,” provide examples, and possibly compare and contrast good and bad practices for efficient and effective App Makership.
Overview: What Are Cloud Flows?
Cloud Flows in Microsoft Power Automate, formerly known as Microsoft Flow, can automate workflows across multiple applications and services. These workflows can be shared with other users to facilitate seamless collaboration. They can be activated by certain events, defined by the user, ensuring that routine tasks don’t slip through the cracks. Cloud flows are the new go-to solution for streamlining tasks and operations in any organization or team.
Here’s an example. Let’s say you want to capture Twitter posts that mention your company and record them in a SharePoint list to review later. This is a task that would be perfect for a cloud flow.
Sharing Cloud Flows: Basics
Sharing your Cloud Flows with your team members is as easy as a few mouse clicks in the Power Automate platform. You can share your Cloud Flows with other users in your organization, allowing them to run and manage the flows, based on permissions you designate.
Ensuring proper management of permissions is crucial when sharing your flows. There are two types of permissions available when sharing a Cloud Flow
- Can use: Gives the user the ability to run the flow.
- Can edit: allows the user to both run and modify the flow.
Practical Example
Here’s a practical step-by-step example on how to share a Cloud Flow:
- In Power Automate, go to “My flows,” and click on the specific flow you want to share.
- Click on the “…” button for more options, and select “Share.”
- Enter the name or email of the person you want to share the flow with.
- Specify the level of access – Can use or Can edit,
- Click on “Save.”
Now, after doing these steps, the person you have shared with would be able to use or edit your flow based on the permissions you assigned.
Importance of Sharing Cloud Flows
The ability to share Cloud Flows is not only a critical functionality in Microsoft Power Automate but also an essential topic in the PL-100 exam. Its importance cannot be underemphasised as it allows you to ensure business continuity even when you’re not around. Have a scheduled leave? No problem! Share your Cloud flows with your team, and they will ensure your automated processes keep humming along.
In conclusion, Sharing Cloud Flows is a vital tool every Power Platform App Maker should know how to wield. The efficient use of this tool leads to better collaboration, reduced redundancy and aids in the Systematic development and maintenance of flows. Remember that managing permissions properly is key in preventing unauthorized modifications. Study and practice diligently, and soon you’ll master the sharing of Cloud Flows with no issue.
Practice Test
True or False: Share cloud flows only allow you to share your flow with one person at a time.
- Answer: False
Explanation: Share cloud flows allow you to share your flow with multiple people or groups at once, not just one user.
Which of the following can you share your cloud flows with?
- A) People in your organization
- B) Groups
- C) Everyone in your organization
- D) People outside your organization
Answer: A, B, C
Explanation: Share cloud flows allows you to share your workflows with individuals inside your organization, specific groups, or everyone within your organization. Sharing with people outside the organization is not available.
True or False: When you share a cloud flow, the recipients can edit the flow.
- Answer: True
Explanation: When a flow is shared, the recipients have the ability to edit the flow, unless specified otherwise by the share settings.
How to share a cloud flow with all users in your organization?
- A) Share it with everyone individually
- B) Share it with a group that includes everyone
- C) Publish it to the organization’s intranet
- D) Share it with the Everyone option
Answer: D
Explanation: The Everyone option allows you to share your flow with all users in your organization at once.
True or False: Shared cloud flows can run with the same permissions as the original creator.
- Answer: True
Explanation: When shared, cloud flows can run with the permissions of the original creator, known as ‘run-only’ users.
What happens when you remove a user from sharing Cloud flows?
- A) The user can still access the flow
- B) The user loses the ability to execute the flow
- C) The flow gets deleted
- D) The user can only view the flow
Answer: B
Explanation: When a user is removed from shared cloud flow, they lose the capability to execute that particular flow.
To share a cloud flow, you need which level of access to the flow?
- A) View
- B) Run
- C) Edit
- D) Owner
Answer: D
Explanation: You need to be an owner to share a cloud flow with others.
True or False: You cannot set up alerts for when shared cloud flows fail.
- Answer: False
Explanation: You can set up alerts to notify you when a shared cloud flow fails.
Which option allows you to view all the runs of your shared flows?
- A) Run history
- B) Alerts
- C) Views
- D) Shared runs
Answer: A
Explanation: The run history shows all the runs of your shared flows.
True or False: You can share cloud flows with users who do not have the appropriate licenses.
- Answer: False
Explanation: Users need to have the appropriate licenses to run the shared flow.
When sharing a cloud flow, you can specify which types of access?
- A) Run access only
- B) Edit access
- C) Co-owner access
- D) All of the above
Answer: D
Explanation: You can specify run, edit or co-owner access when you share a cloud flow with other users.
True or False: Share cloud flows allow you to share flows across multiple environments.
- Answer: False
Explanation: Share cloud flows feature does not support sharing flows across multiple environments. The flows must be recreated or imported into each environment.
Which is not a requirement to share a cloud flow?
- A) Being the owner of the flow
- B) Having Microsoft Power Automate license
- C) Sharing it with a Microsoft Teams group
- D) Each user must run it on their personal device
Answer: D
Explanation: Each user does not have to run the shared cloud flow on their personal device. It can run on any device where the user has access.
True or False: If a shared cloud flow is deleted, it will be removed only for the user who deleted it.
- Answer: False
Explanation: If a shared cloud flow is deleted, it will be removed for all users with whom it was shared.
What happens when the owner of a cloud flow leaves the organization?
- A) The flow is automatically deleted
- B) The flow cannot be accessed
- C) The flow access is transferred to the next senior person
- D) The flow remains there until manually deleted
Answer: D
Explanation: The flow stays until manually deleted even if the owner has left the organization. The respective organization needs good ownership management to handle such situations.
Interview Questions
What is the purpose of share cloud flows in Microsoft Power Platform?
Share cloud flows in Microsoft Power Platform allow users to automate and model business processes across their organization. It gives the ability to share flows with other users, security groups, or the entire organization with ease.
Can a user start a flow that is shared with them?
Yes, a user has the permission to run a flow that is shared with them. However, it will run only in the context of the user who starts the flow.
Is it possible to share a flow with users or groups who are outside of your organization?
No, flows can only be shared with users or groups who are part of the same organization.
How can a flow be shared in Microsoft Power Platform?
A flow can be shared directly from the Power Automate portal by selecting the specific flow and clicking on the “Share” button.
How can a user stop a flow that is shared with them?
The user cannot stop a flow that is shared with them. Only the owner of the flow has the ability to stop it.
What happens when an owner of a shared flow removes a user from the shared list?
When a user is removed from the shared list, they will lose all permissions to that flow including the ability to run it.
Can we prioritize the flow sharing with the help of Power Automate?
No, Power Automate does not have the feature to prioritize the flow sharing.
Can the owner track the activities of the shared flow?
Yes, the owner can track the activities of the shared flow from the “Activity” tab in the flow details page.
What features are supported when a flow is shared?
A shared flow supports features such as running the flow, editing the flow, sharing the flow with others, and removing others from the shared list.
What happens when a shared user tries to delete a flow which was shared with him?
The shared user cannot delete the flow as he does not have ownership rights. Only the owner of the flow has the ability to delete it.
Can the shared user add connections to the shared flows?
No, the shared user cannot add connections. Only the flow owner can modify the connections in the shared flow.
Are flows triggered manually or automatically in Power Automate?
Flows can be triggered manually by the user or can be set to automatically trigger based on certain events or conditions.
Who are the users with whom you can share your cloud flows?
Cloud flows can be shared with other users, security groups, or with the entire organization.
How many maximum environments can you have in Power platform per tenant?
In Power platform, you can have a maximum of 500 environments per tenant.
Who owns the connections used in a shared cloud flow?
The connections used in a shared cloud flow are owned by the flow’s original creator or owner.
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